Managing Other Definitions

Overview

The Other Definitions option on your firm's Key Entity records allows you to set a piece of additional information when defining your Key Entity as a Prospect or Client. The values selected by your users in the Other Definitions field will display as part of the record's definitions as it appears in record tables and the record page's header. The list of options available in the Other Definitions multi-select picklist can be modified to include additional options as needed. 

This article outlines how to add new Other Definitions options in your organization, edit the options that display for your users when selecting Other Definitions and deactivate options from this list. 

• Adding New Options to Other Definitions
• Editing Other Definitions Options
• Deactivating Other Definitions Options

Adding New Options to Other Definitions

Practifi Administrators can add new options to Other Definitions for Key Entities via Salesforce Setup. To add additional options to display in the Manager Other Definitions pop-up:

1. Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and Setup from the drop-down. 
2. Select the Object Manager tab on the left-hand side of the screen. 
3. On the list of Salesforce Objects, search for and select the Entity (API: Account) object. 
   
4. Within the Entity object, select the Fields & Relationships tab on the left-hand side. 
   
5. Use the Quick Find search within the Fields & Relationships tab to search for and select "Other Definitions". 
   
6. Scroll down to the Values section and click the New button above the table. 
   
7. In the text box, enter the new value as you would like it to display in Practifi. 
8. Check the Record Type Name checkbox to ensure this value displays on records as an option. 
   
9. Press Save to finalize the addition. The option will now be available for users in your organization from the Manage Other Definitions window.
   

Editing Other Definitions Options

To edit values already added to the Other Definitions options: 

1. Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and Setup from the drop-down. 
2. Select the Object Manager tab on the left-hand side of the screen. 
3. On the list of Salesforce Objects, search for and select the Entity (API: Account) object. 
   
4. Within the Entity object, select the Fields & Relationships tab on the left-hand side. 
   
5. Use the Quick Find search within the Fields & Relationships tab to search for and select "Other Definitions". 
   
6. Scroll down to the Values section. 
7. Select the Edit hyperlink beside the value you would like to change. 
   
8. Make the necessary edits to the Label and API Name to reflect your firm's needs and press the Save button to finalize your changes. 

Additionally, you can change the order in which the options in the Other Definitions field are displayed by selecting the Reorder button in the Values section. This button will allow you to set how the options display by moving them up or down in the values list. Once your reordering changes are made, press Save to finalize the change in your organization.

Deactivating Other Definitions Options

Options within the Other Definitions field can be deactivated to make them unavailable for users to select.

Please note: We recommend deactivating Other Definitions options rather than deleting them. Deleting an Other Definitions option removes that definition from records that currently have the option attributed to it. Deactivating will allow you to keep a historical record while ensuring your team is unable to use the option moving forward. 

To deactivate a value from the Other Definitions field:

1. Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and Setup from the drop-down. 
2. Select the Object Manager tab on the left-hand side of the screen. 
3. On the list of Salesforce Objects, search for and select the Entity (API: Account) object. 
   
4. Within the Entity object, select the Fields & Relationships tab on the left-hand side. 
   
5. Use the Quick Find search within the Fields & Relationships tab to search for and select "Other Definitions". 
   
6. Scroll down to the Values section.
7. Select the Deactivate hyperlink beside the value you would like to remove from options for your firm to be able to select. 
   
8. Press OK on the system dialog box that displays to confirm your deactivation. 

Once deactivated, the value will move to the Inactive Values list on this field's page. If needed, a deactivated value can be activated again in the future by selecting the Activate option beside its name on the list.